Tax &Trust & Estates Legal Secretary
The ONeil Search Group
Job Description
Mid-size NY law firm is seeking a Tax &Trust & Estates Legal Secretary.
\n5+ years as an Executive Assistant or Legal Secretary in a law firm
\nJOB RESPONSIBILITIES
\n* Draft, revise, and format estate planning documents including wills, trusts, powers of attorney, healthcare directives, and related items.
\n* Maintain and manage a sophisticated filing system for multiple estates, ensuring estate planning, probate, administration, financial, and related documents are accurately organized, maintained, and readily accessible.
\n* Greet and assist high-profile clientele, providing a polished, professional, and discreet client experience while maintaining the highest level of confidentiality.
\n* Proofread legal documents for accuracy, completeness, and proper formatting.
\n* Schedule client meetings, attorney calls, and document execution appointments.
\n* Maintain attorney calendars and manage deadlines.
\n* Coordinate document signing, notarization, and witness arrangements.
\n* Format and edit documents and correspondence, engagement letters and opening new client matters.
\n* Manage, assess and provide initial editing of invoice pro formas and coordinate with billing department on finalizing invoices. Communicate directly with clients regarding billing inquiries.
\n* Enter attorneys' time and submit expenses.
\n* Provide back-up secretarial assistance as needed and general support for ad hoc projects.
\n* Must be able to handle multiple tasks in a very fast-paced environment.
\n* Perform other work duties as assigned.
\nSKILLS AND REQUIREMENTS
\n \n* Background in managing high volume of invoices and billing inquiries.
\n* Possess strong computer skills: MS Office Suite, specifically in Microsoft Excel and Microsoft Word, iManage, 3E, Chrome River, Kofax and Laurel AI.
\n* Must possess strong interpersonal skills with a proactive approach and sympathetic attitude in dealing with confidential matters.
\n \nQUALIFICATIONS
\n \n* High School Diploma or GED equivalent
\n* 5+ years as an Executive Assistant or Legal Secretary in a law firm or professional services environment.
\n* Proficiency in Microsoft Office Suite and legal document management systems.
\n* Excellent proofreading, organizational, and time management skills.
\n* Ability to maintain strict confidentiality and exercise sound judgment.
\n* Strong communication and client service skills.
$125k
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